How to Export & Import List Data In QuickBooks Online

Now it’s easy to import list data into QuickBooks Online at any time, it will not affect the existing data in the QuickBooks Online company file. But it will attach to the data which already exists in the company file. So don’t worry about your existing transaction, items, and online banking connection, nothing will be affected when you apply this import. But before importing, You must first export the lists to be imported from your original file. Read this article to understand the process to export & import list data in QBO. For any assistance or help contact our QuickBooks ProAdvisor toll-free: +1-855-525-4247

Important note: Ensure that the name of the list entries don’t contain any special characters. Because you may face error when importing these list. Or may be the import button grayed out if there are special, non-alphanumeric characters in the name of your list entries, Like colons (;), percent signs (%), and asterisks (*).

Steps To Export lists from QuickBooks Online

1. Open the original file.
2. From the left menu, choose Reports.
3. Create the following reports with the columns arranged in the order shown below.
   • Create an Account List Report in this order with these columns:
     • Account #
     • Account
     • Type
     • Detail Type
   • Now Create a Client Contact List Report  in this order with these columns:
     • Client
     • Company name
     • Email address
     • Phone numbers
     • Website
     • Billing Street
     • Billing City
     • And Billing State
     • Billing Zip
     • Billing Country
   • Create a Vendor Contact List Report in this order with these columns:
     • Vendor
     • Company Name
     • Email address
     • Phone numbers
     • Website
     • Street
     • City
     • State
     • Zip
     • Country
4. Export the reports to Excel.
5. Open the reports in Excel.
6. Delete rows 1-4.
7. Save the Excel spreadsheets.

Here are some extra steps required by Products and Services.

• From the Top, Choose the Gear icon and then Products and Services.
• At the top of the item table, Choose the Export to Excel icon.

Now Follow these steps to import into QuickBooks Online.

Steps To Export lists from QuickBooks Desktop

• Select and Open the QuickBooks Desktop file.
• Choose Reports and then Lists.
• Now Create the following reports.
  • Account Listing Report
  • Item Listing Report
  • Client Contact List Report
  • Vendor Contact List Report
• Select Export reports to Excel.

Now you are ready to import into QuickBooks Online.

How to export attachments

• Go to the Settings ⚙ icon from the toolbar.
• Click on Attachments below the Lists.
• On the currently open page, click on the attachments you want to export.
• Now click on Batch Actions and then later click on Export.

Steps To Import list data in Excel/CSV into QBO

There is an option to download a sample file on the import page for each of the following list types. And you can see it below the browse button. This sample file can be used as a template. And also to confirm that you have the correct format for the list that you are importing.

Steps To Import Chart of Accounts

You must use importing a chart of account if the file is in the Classic View (tabs at the top).

If the file is in the New View (panel on the left):

Remember that the Detail Type field is case-sensitive. If the capitalization that QuickBooks online uses does not match the information in this column of your spreadsheet, the import button will be grayed out. It will remain grayed out even if you change the Detail Type. If this happens, then you need to change the capitalization in your spreadsheet and try the import again.

• Log in to the company file.
• Select the Gear icon at the top, then Import Data.
• Select Accounts.
• Click to Browse, then locate the file.
• Select Open.
• Select Next
  • The columns will be marked as No match which is not recognized.
  • The columns will be marked with a green check mark which has recognized information.
• For mapping any field manually that QBO did not detect, you have to use the drop-downs after that, Select Next.

Note: You have to select the Detail type of the accounts. Because you may receive errors indicating. Select the Detail Type closest to the type of account to be imported. In QuickBooks online file, the Detail Type is not used in any other part. It also can be changed after the import if you want to.

• Now After changes have been made, choose Import to import data.

Note: You will receive an import summary page but if any records fail to import. It will show you everything such as the list of the number of successfully imported records and detail of why a record was not imported. This page also lets you edit fields to add needed data.

• QuickBooks Online will close the import screen automatically when all records have been successfully imported.

Steps To Import Customer or Vendor information

You must use Importing customer and vendor/supplier contacts from Outlook, Excel or Gmail. If the file is in the Classic View (tabs at the top)

If it is in the New View (panel on the left):

• Log in to the company file.
• Select the Gear icon at the top, then Import Data.
• Select Clients or Vendors.
• Click to Browse, then locate the file.
• Select Open, then Next.
  • The columns will be marked as No Match which is not recognized.
  • The columns will be marked with a green check mark which has recognized information.
• Select Next.
• The next page will display the records to be imported.
• Edit the fields to add available information.

Note: The only required field is the Name.

• Select Import to import data after changes have been made.

Note: You will receive an import summary page if any records fail to import. It will show you everything such as the list of the number of successfully imported records and detail of why a record was not imported. This page also lets you edit fields to add needed data.

• QuickBooks Online will close the import screen automatically when all records have been successfully imported.

Steps To Import Products and Services

You have to use Importing products and services If the file is in the Classic View.

If it is in the New View:

• Log in to the company file.
• Select the Gear icon at the top, then Import Data.
• Choose Products and Services.
• Select Browse, then locate the file.
• Select Open, then Next
  • The columns will be marked as No Match which is not recognized.
  • The columns will be marked with a green check mark which has recognized information.
• Next.
• The next page will display the records to be imported.
• Edit the fields to add available information.
  • Sell Let you Enter the data for Taxability and Income Account.
  • Buy Let you Enter the data for Purchase Cost and Expense Account data.
  • The track allows you to enter Quantity on Hand, Inventory Asset Account, and Quantity As-of Date.
  • There is also a checkbox at the bottom of the page with the description, “Overwrite all values for each product or service that you import with the identical name”. Mark this if you want inventory items to be replaced with the import data when there is a conflict.
• When changes have been made, Choose the Import button to import data.

Note: You will receive an import summary page if any records fail to import. It will show you everything such as the list of the number of successfully imported records and detail of why a record was not imported. This page also allows you to edit fields to add needed data.

• QBO will close the import screen once all records have been successfully imported.

Note: Leave the following columns blank When importing any non-inventory items;

• Purchase Cost
• Quantity on Hand
• Inventory Asset Account
• Quantity As-of Date

Filling in these fields will cause non-inventory items to be set up with Inventory Accounts that cannot be changed.

Conclusion

If you ever want to import list data you can follow these given steps and resolve this issue on your own. If you still want help from a professional then please contact our Quickbook Support +1-855-525-4247 toll-free and talk with a Certifed QuickBooks ProAdvisor.

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